Mileage Tracking Software for Field and Mobile Teams
Record business trips, calculate distance and submit mileage expenses without relying on paper logs or end-of-month estimates.
Why Finance Teams Choose ExpensePoint for Mileage Tracking
120,000+
Users That Trust Us
25+
Years Of Experience
93%
Customer Retention Rate
Company Mileage Tracking That Works Across Locations
ExpensePoint gives mobile employees a practical mileage expense tracker for travel between offices, plants, warehouses, job sites and customer locations. Employees can record trips using GPS or enter routes manually, then add the business purpose, category and financial coding required by company policy.
Finance teams gain a consistent mileage tracking process across departments, service territories, and business entities. Configured rates and categories support mileage reimbursement, while reporting helps allocate travel costs to the correct project, facility, customer or operating company. This is especially useful for manufacturing, logistics, distribution, and field service organizations where employees may complete several short business trips in one day.
Manual Mileage Tracking is Costing You More Than You Think
Mileage claims become difficult to review when routes, business purpose, rates and cost allocation are recorded after the trip. A consistent mileage tracking process gives employees and finance a clearer record of eligible business travel.
5%
Revenue lost to expense fraud annually
Clear documentation, policy checks and approval history help finance review unusual, duplicated or unsupported reimbursement claims.
16 hrs/mo
Wasted on Admin per employee
Employees and finance teams lose time searching for receipts, checking claim status, and resolving reports sent to the wrong reviewer.
7-10
Extra days to close the books
Incomplete claims and delayed approvals can hold up liability recognition, payment preparation, and the month-end expense process.
30%
of Finance time spent on reconciliation
A connected workflow reduces manual comparison between claims, receipts, payment types, approvals, and accounting codes.
$5 milion
Average annual spend unaccounted for
Centralized reimbursement reporting helps finance account for out-of-pocket spending across departments, projects, locations, and entities.
Ready to Replace Mileage Logs and Guesswork?
Turn Every Business Trip into a Reviewable Expense Record
Mileage tracking should be quick for employees in the field and structured enough for finance to validate the route, rate, purpose, and allocation. ExpensePoint combines flexible trip capture with the reimbursement controls, coding and approval information finance teams need to review each claim consistently.
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GPS Auto-Tracker
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Manual Routes with Multiple Stops
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Automatic Distance and Rate Calculation
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Business and Personal Mileage Separation
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Purpose, Category and GL Coding
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Approval and Mileage Reporting
When enabled, MileageTracker can use GPS to record business trips from a smartphone and generate distance based on the route traveled.
Employees can enter starting points, destinations, additional stops and round trips when GPS tracking is not used or when a trip needs to be added later.
ExpensePoint calculates the trip distance and applies the configured cost per unit to determine the mileage reimbursement amount.
Employees can identify personal distance, so the submitted claim reflects only eligible business travel.
Mileage expenses can include trip purpose, notes, category, payment type, and financial coding. Defaults can reduce repeated entry for regular routes or teams.
Mileage claims move through the same approval process as other expenses. Finance can then review costs by employee, project, category, location, entity and other configured fields.
Easy Automation & Approval
- Create policy spend limits.
- Flag out-of-policy bookings.
- Automate routing and understand decline reasons instantly.
- Save up to 30% with better compliance.
Real-Time Savings
- Recover unused tickets in real time.
- Auto-rebook cheaper alternatives.
- Save over $139 per trip.
Mileage Tracking for Multi-Location and Multi-Entity Teams
Apply the Appropriate Rate and Unit
Configure mileage categories, distance units and cost per unit to reflect the policies used by different regions, vehicle programs or operating companies.
Allocate Travel to the Work That Created It
Use projects, customers, cost centers, facilities, locations, and entity fields to assign company mileage to the correct part of the business.
Move Approved Mileage into Finance
Approved mileage data can be included in standard or custom outputs for accounting, ERP, payroll or AP systems, reducing the need to re-enter trip details. Centralized records also make it easier to compare mileage costs across service areas and operating companies.
See Mileage Tracking Inside the Expense Process
Book a personalized demonstration to review GPS tracking, manual trip entry, multiple stops, distance calculation, reimbursement rates, personal mileage, coding, approvals and reports.
Roll Out Mileage Tracking Across Mobile Teams
Mileage tools only work when employees know when to record a trip and finance has clear rules for rates, categories and supporting details. The rollout should reflect the way field teams actually work.
Configure Rates and Distance Units
Onboarding specialists can help set mileage categories, miles or kilometers, default cost per unit, payment methods and approval requirements.
Train Drivers and Field Employees
Practical training covers GPS use, manual entry, multiple stops, personal mileage, and the details required before a trip is submitted.
Review Adoption and Exceptions
Finance teams can use reports and status information to identify missing trips, incorrect coding, and teams that need additional guidance.
Avoid Another Local Spreadsheet
Support teams can help extend mileage settings, categories, and approval paths when a new facility or acquired business joins the organization.
Strategic Travel Consulting
- Benchmark your spend against industry peers.
- Model global savings with “what if” analytics.
- Adjust policy with confidence and prove ROI.
Save up to 39% and triple your ROI with a smarter travel strategy.
Mileage Tracking FAQs
How does ExpensePoint mileage tracking work?
Employees can use GPS Auto-Tracker or enter trip locations manually. ExpensePoint calculates distance, applies the configured rate and creates a mileage expense that can be added to an expense report.
Can ExpensePoint track mileage in miles and kilometres?
Yes. The selected distance unit can be set to miles or kilometres, allowing teams in different regions to record mileage using the unit required by company policy.
How is mileage reimbursement calculated?
The approved distance is multiplied by the configured cost per unit. Administrators manage the applicable mileage category and rate based on the organization’s reimbursement policy.
Can company mileage be assigned to a project, location or entity?
Yes. Mileage expenses can be assigned to categories, GL codes, projects, cost centers, facilities, customers, locations and business entities to support accurate allocation and reporting.